Coordinator, Special Events Administration

The San Diego Padres are committed to creating a diverse and inclusive environment for our employees. All the responsibilities we will trust you with: • Act as the department liaison/assistant on all aspects of organizing contracts and invoicing • Partner closely with the SD Padres Accounting and Legal teams to ensure timely collections, reporting and contract compliance • Manage the event paperwork for each contracted event, including the collection of event agreements, payments and insurance documents • Manage the intake of approved contracts via AdobeSign, and add to department tracker in order to maintain perfect organization • Assist with the tracking of complex contract negotiations and the various stages of contract execution for a variety of large-scale event contracts and venue agreements • Assist Event Managers with organizing invoices, tracking payments, and reporting of revenues earned • Communicate outstanding insurance documents and payments in a timely manner • Track and collect vendor payments specific to each event • Collect ticketing, tour, parking and concessions reports • Facilitate new vendor paperwork when necessary • Assist with event settlements when needed • Summarize contracts with key notes related to confirmed event details, as directed • Manage venue and vendor contracts for partner venues and event spaces, which includes maintenance of agreements, deadlines, renewals, and marketing budgets • Assist with purchasing needs for the department, as needed • Represents the Club in a positive and professional manner at all times • Other duties as assigned You will be required to meet the following: • Must be at least 18 years of age by the start of employment • Bachelor’s Degree or education equivalent, specific to Hospitality and Tourism, Event Industry, Business Administration, Accounting, or other closely related field • Minimum 2 years previous experience in Event or Business Administration • Proven experience with contract negotiations and vendor agreements • Knowledge of basic accounting terminology and compliance practices, including invoicing, reporting, and reconciling payments • Previous experience in the events business or as an office manager preferred • Able to work flexible hours including evenings, weekends, holidays, Padres home/road games, special events and extended hours as needed • Must have a valid driver’s license with a clean driving record, subject to review • Able to travel as needed • Minimum physical requirements: able to travel to and gain access to various areas of the ballpark for prolonged periods of time during games and events; able to lift and transport up to 50 pounds • As a condition of employment, you must successfully complete all post-offer, pre-employment requirements, including but not limited to a background check and drug screen This position is also eligible for a compensation plan, if goals are achieved. As a candidate for this position, your pay and related elements of compensation will be contingent upon your work experience, education, job-related skills and any other factors the San Diego Padres considers relevant to the hiring decision for this position.